Facilities Coordinator/Planner/Scheduler

Jones Lang LaSalle Incorporated; Fort McMurray; On-site; CAD 59,000 - 94,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking Facilities Coordinators / Planners / Schedulers for on-site roles across multiple Canadian cities. You will manage work orders, schedule maintenance, coordinate vendors, and support procurement while maintaining documentation and generating management reports.

The position emphasizes strong organizational and communication skills, with opportunities to influence facility operations in a dynamic real estate environment.

Qualifications

• Requires Associate degree or equivalent; 2–3 years admin/coordinator experience.
• Proficiency with MS Office and ability to learn facility software quickly.
• Strong organizational, communication, and multitasking abilities.

Responsibilities

• Manage work order creation, tracking, and closure in the CMMS.
• Coordinate preventive maintenance scheduling and vendor visits.
• Serve as primary contact for service requests and escalate urgent issues.
• Support procurement: quotes, requisitions, deliveries, and records.
• Maintain facility documentation and filing systems.
• Prepare operational reports and KPI dashboards for management.

Skills

MS Office

CMMS experience

Organizational skills

Written and verbal communication

Vendor coordination

Education

Associate degree in Business Administration/Facilities Management

Bachelor’s degree (preferred)

Tools

CMMS

SharePoint

Project management tools

Job description

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. An exciting period of growth is on the horizon for our team, and we're looking for exceptional talent to join us at the start of Q1 2027. We believe in building relationships early, which is why we're offering a preview of this upcoming role and starting the conversation today.

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

Facilities Coordinators / Planners / Schedulers

What this job involves:

What your day-to-day will look like:

• Manage work order creation, tracking, and closure in the CMMS, ensuring accurate documentation and timely processing of maintenance requests
• Coordinate scheduling of preventive maintenance activities, vendor services, and contractor visits to minimize operational disruption while ensuring all required inspections occur on schedule
• Serve as primary point of contact for service requests, communicating status updates to requesters and escalating urgent issues to the Facilities Manager and technical teams
• Support procurement processes by obtaining quotes from vendors, processing purchase requisitions, tracking deliveries, and maintaining accurate records of expenditures against budget allocations
• Maintain comprehensive facility documentation including equipment records, warranty information, service agreements, compliance certificates, and inspection reports in organized filing systems
• Prepare operational reports including work order metrics, vendor performance summaries, budget variance tracking, and Key Performance Indicator (KPI) dashboards for management review
• Coordinate safety-related documentation including permit applications, contractor safety orientations, and maintenance of required certifications for equipment and personnel
• Assist with invoice processing and approval workflows by verifying completed work, matching invoices to purchase orders, and ensuring proper coding for accurate financial tracking
• Support the Facilities Manager with meeting coordination, presentation preparation, project tracking, and administrative tasks that enable efficient facility operations

Required qualifications:

• Associate degree in Business Administration, Facilities Management, or related field, or equivalent combination of education and experience
• Minimum 2-3 years of administrative or coordinator experience, preferably in facilities management, operations, or industrial environments
• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and ability to learn facility management software systems quickly
• Experience with Computerized Maintenance Management Systems (CMMS) or similar work order tracking platforms
• Excellent organizational skills with proven ability to manage multiple priorities, meet deadlines, and maintain accuracy in detailed work
• Strong written and verbal communication skills with ability to interact professionally with diverse stakeholders including technicians, vendors, management, and clients
• Understanding of basic facility operations terminology and maintenance processes to effectively coordinate activities and communicate technical information
• Attention to detail and problem-solving mindset with ability to identify issues, propose solutions, and follow through to resolution

Preferred qualifications:

• Bachelor's degree in Business Administration, Facilities Management, or related discipline
• Experience in oil and gas, energy, manufacturing, or other industrial sectors with exposure to critical facility operations
• Knowledge of procurement card systems and purchase order processes in corporate environments
• Familiarity with health and safety regulations, permit requirements, and compliance documentation for industrial facilities
• Background supporting Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) in client-facing service delivery roles
• Proficiency with SharePoint, project management tools, or data visualization platforms for reporting and collaboration

Estimated compensation for this position: 58,500.00 – 93,900.00 CAD per year

Location: On-site – Calgary, AB, Fort McMurray, AB, Halifax, NS, Toronto, ON, Vancouver, BC

Opening Type: New Role

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.

If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail].

Jones Lang LaSalle (“JLL”) is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties.

A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise.

Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM.